Part Time Management Assistant I​/II - Public Works

Management Assistant I/II

The Public Works Department is seeking a motivated, collaborative, and detail-oriented Management Assistant I/II to join its Records section. This position provides administrative and analytical support for the department's Records Management Program, including coordinating Public Records Act (PRA) requests, ensuring records are maintained in accordance with applicable retention schedules, assisting with the development and implementation of policies and procedures, and providing support to management staff.

The ideal candidate will have experience with records management practices and records management systems and will demonstrate strong organizational and analytical skills, sound judgment, initiative, and a commitment to exceptional customer service. The successful candidate will also possess strong written and verbal communication skills, work effectively as part of a team, and be dependable in organizing work and meeting schedules and deadlines.

The City of Anaheim reserves the option to hire at either the Part Time Management Assistant I or II level based on candidate qualification and knowledge/skills/abilities demonstrated during the selection process. This is a part-time position usually averaging 30 hours per week. A minimum number of hours is not guaranteed.

The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices.

• Perform a variety of technical, programmatic, administrative, and routine staff and analytical duties requiring the application of specific program knowledge and administrative skills in support of a City department, division, program, or function; assume responsibility for specific program area duties; provide assistance in administrative and operating programs as assigned.
• Assist in establishing and administering departmental records management processes, including the development and maintenance of effective filing systems.
• Assists senior staff with developing, implementing, and evaluating departmental records management goals and objectives.
• Provide administrative support to management staff, including investigating and responding to complaints and assisting with the resolution of operational and administrative issues.
• Research, analyze, and recommend strategies to ensure the department is compliant with government rules and regulations.
• Serves as a resource to City departments, vendors, and the public on records management matters. Applies records management knowledge and sound judgment to provide guidance and escalate complex issues or questions to senior management, as appropriate.
• Conduct research; prepare, revise, and implement various administrative policies, procedures, rules, and regulations in accordance with sound organizational practices; develop and revise office forms and report formats; establish procedural manual for assigned areas.
• Provide staff assistance to management staff; participate on and provide staff support to a variety of committees and boards; prepare and present staff reports and other correspondence as appropriate and necessary; relieve management staff of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
• Participate in planning, coordinating, implementing, promoting, and overseeing assigned programs, projects, and initiatives; participate in the development and implementation of program goals, objectives, policies, procedures, and priorities; participate in the development and implementation of strategies for the achievement of these goals.
• Participate in the identification, planning, development, and implementation of new and/or modified programs that would promote and enhance the mission, goals, and objectives of the City; perform the necessary research and analysis to justify the appropriateness of implementing the proposed program/project; prepare presentation materials and background documentation; participate in monitoring project success using appropriate tracking and feedback systems.
• Provide assistance in resolving operational and administration problems; identify problem areas and issues; conduct research to find alternative solutions; make recommendations; assist in implementation of recommendations.
• Coordinate assigned services and program/project activities with those of other City programs, functions, departments and staff, boards, committees, and task forces as well as external agencies, groups, and the general public to ensure effective cooperation consistent with optimal efficiency, effectiveness, and economy; coordinate data, resources, and work products as necessary and upon request in support of a productive and positive working environment;
  
  participate in representing the assigned area to public…